Entry Standards What? Establishes standards for use of names - - PowerPoint PPT Presentation

Person & Organization Entry Standards

What?

• Establishes standards for use of names
• Avoids duplicate and inaccurate records
• Designates record stewards
• Provides helpful tips for finding, creating, and maintaining records

Why?

Quality of data entry = Quality of data integrity

Six years since existing guide was updated (formerly known as Name & Address Entry Standards)

Revision of the document

• Created and maintained by DIG. Special thanks to:

– Lisa Anh Nguyen – Stephen Brouwers – Lindsey Pierce – Jay Anderson – Kathy Bronson – Elizabeth Cole – Sarah Steidl – Chris Sweet – Vanessa Vicente

Do I need to review the new document?

YES!

…but who? Everyone?

• All employees who can access person & organization records in Colleague
• DIG will distribute the guide to all new employees as applicable
• Managers/trainers should be especially familiar with it

Guide Highlights

• Different methods to search for records (helps avoid duplicates)
• Formatting standards for names, addresses, phone numbers, etc.
• Clarity on which name fields to use for which purposes
• Minimal data set required for all person records
• Lives in myClackamas under Resources tab

Remaining Needs

• Policy and standardization of backdoor registrations

– Multiple registration tools/paper forms used, collecting inconsistent/incomplete data

• Often no explicit consent provided by student, causing liability concerns

– Backdoor registrations contribute to large portion of duplicate records – Many students entering through “backdoor” ultimately pursue credit/degrees/certificates – Inconsistency in use of backdoor versus standard entry process

• Continued inclusion of and outreach to Harmony and Wilsonville staff
• Ongoing training and reinforcement of importance of this guide
• Better use of available technologies, less reliance on manual data entry

Questions?